Administrative Assistant (GMG/AM 2)

Job Purpose

Under the general direction of the Director, Human Resource Management and Development, the incumbent is responsible for providing general administrative and clerical support to the Branch. This will be achieved by managing, organizing and co-ordinating the workflow of the Branch; implementing and maintaining administrative/filing systems, procedures and policies, as well as monitoring assigned administrative projects as determined by the Director. 

Key Responsibilities

Technical/Professional: 

• Provides administrative support to the Director, Human Resource Management and Development; 
• Manages calendar for the Director and Branch, which includes but is not limited to scheduling appointments, co-ordinating meeting rooms and preparations, including refreshments, where applicable; 
• Updates the time and attendance database and informs the Director on status of employees to effect warning letters; 
• Prepares warning letters for the signature of the Director; 
• Logs and dispatches correspondence and letters for mailing; 
• Screens incoming calls and correspondence and responds independently when possible;
• Maintains electronic and hard copy filing systems, creates and maintains database and spreadsheet files, manages the Branch’s intranet filing system, performs data entry, scan and photocopy documents; 
• Maintains office workflow, analyses operating practices and systems and recommends improvements; and implements agreed changes to increase the Branches efficiency;
• Provides support to members of the Team on specific projects, as agreed with the Director.
• Prepares and modifies documents including correspondences, reports, drafts, memos and emails; takes and transcribes dictation, and composes and prepares confidential correspondence, technical reports, and other complex documents; 
• Assists with the logistical operations of the branch with respect to the duties assigned, including organization and administration of meetings and other events, by providing agendas and keeping written records of discussions and key decisions; and undertakes associated research and follow-up actions, as required; 
• Provides offsite logistical support for retreats, seminars, conferences and other events that are organized by the Director; 
• Conducts research and prepares draft summaries/reports, for vetting by the Director;
• Schedules and attends Branch and Committee meetings, prepares Minutes and ensures follow-up actions are done, reproduces, distributes, and maintains records of Minutes accordingly; 
• Assists in the preparation and circulation of Minutes for the HREC meetings;
• Acts as Recording Secretary to the select meetings; 
• Exhibits good courtesy to scheduled and unscheduled visitors; 
• Responds to and follows-up on correspondence and operational commitments as per directives of the Director; 
• Provides responses to official enquiries on Human Resource related matters and, where necessary, refers these enquiries to the appropriate officers; 
• Opens, sorts and distributes incoming correspondence, assists in preparing outgoing mail and correspondence, including e-mail and updates branch mail register; 
• Attends meetings externally, as may be required, for the purpose of Minute taking, conducting research, compiling supporting documents and related tasks; 
• Maintains office supplies for the Branch by monitoring stock levels, placing and expediting orders through the Administration and Asset Management Branches, if required, and verifying receipt of supplies. 

Management/Administrative: 

• Researches and prepares quarterly reports; 
• Develops Individual Work Plans based on alignment to the Branch’s Plan;
• Maintains customer service principles, standards and measurements; 
• Participates in meetings, seminars, workshops and conferences, as required;
• Assists with the preparation and compilation of reports, Divisional Budget and project documents, as required. 

Human Resources: 

• Participates in the preparation and implementation of presentations on role of Branch for the Orientation/Onboarding programme; 
• Contributes and maintains a harmonious working environment; 
• Performs any other related duties that may be assigned from time to time. 

Required Knowledge, Skills and Competencies

Core: 

• Good oral and written communication skills; 
• Customer and quality focus; 
• Teamwork and co-operation; 
• Integrity; 
• Compliance; 
• Good interpersonal skills; 
• Change Management. 

Technical: 

• Proficiency in Microsoft Office suite and other programme applications appropriate to assigned responsibilities; 
• Solid dictation and transcribing skills; 
• Knowledge of Staff Orders, Public Service Regulations, Human Resource policies and procedures; 
• Knowledge of office management and administrative procedures and practices;
• Knowledge of the principles and practices of public administration; 
• Ability to compose correspondence and reports; 

Minimum Required Qualification and Experience

• Associate Degree or Diploma in Business Administration, Administrative Management, Management Studies, Public/Business Administration, or related social sciences;
• Two (2) years’ experience in an office management environment, with at least one (1) year in Human Resource Management, would be an asset.

Special Condition Associated with the Job

• The environment is fast paced with on-going interactions with critical stakeholders and meeting tight deadlines, which will result in high degrees of pressure, on occasions. Additionally, frequent intra island travel and extended working hours may be required.

Please note that only shortlisted applicants will be contacted.